IEEE Region 10 Meet3rd February 2008

@ Cambay Spa & Resort, Gandhinagar, Gujarat

Section Congress 2008

Lance Fung

IEEE Sections Congress Quebec City, Canada

19 – 22 September 2008

Celebrating Volunteer Achievements Worldwide

January 2008

Why Section Congress?

• THE ideal place to network and share knowledge.

• It provides a means to increase leadership skills and a working knowledge of the IEEE.

• THE venue for expressing opinions and concerns through recommendations for action, which will be used by the IEEE Board of Directors to guide the IEEE into the future.

Goals of the 2008 Congress1. to provide an opportunity for delegates to gain

information and training skills; 2. to network and build relationships with other

volunteers within the IEEE; 3. to serve as a forum for Section representatives

and other local leaders, enabling them to voice – on behalf of the collective membership – the ideas, issues, and recommendations which will impact on the development and growth of the IEEE throughout the world, reinforcing its vitality and relevance to those it serves.

SC08 Steering CommitteePaul Fortier Steering Committee ChairAndre Morin Vice ChairYves de Villers Local Org. Committee ChairXavier Maldague Program Committee Co-ChairMohamed El-Hawary Program Committee Co-ChairFerial El-Hawary R7 Director Robert Hanna R7 DirectorLuiz Pilotto VC – Geographic Unit

ActivitiesJoseph Lillie MGA Board ChairCecelia Jankowski MGA Secretary

SC08 Track ChairsSection Management• Lee Stogner: Region 3 - Taylors, SC• Christopher James: Region 8 – Southampton, UK

Membership• Bill Kennedy: Region 7 - Calgary, Canada• Ron Tabroff: Region 1 - Peabody, MA

Section/Chapter Activities• Kalyan Sen: Region 2 - Monroeville, PA • YW Liu: Region 10 – Hong Kong

IEEE Sections Congress 2008Facility Summary

• 3 Hotels – Hilton Quebec Hotel (Primary Hotel)

• Sleeping Rooms/Region Meetings• Will assign delegates to this hotel

– Chateau Laurier• Sleeping Rooms

– Loews LeConcorde• Sleeping Rooms/Region Meetings

• Quebec City Convention Center– Sections Congress Events– Region Meetings

• Hilton Quebec

• 1100 Rene Levesque East, Quebec, Quebec, Canada G1R 4P3

Tel: 1-418-647-411   • Fax: 1-418-647-6488

Chateau Laurier

• Located on the Plains of Abraham and five-minute walk from Old Quebec.

• Hôtel Château Laurier offers the tranquillity of an inner courtyard and of one of the most prestigious city parks in Canada all in close proximity to the irresistible charms of Quebec City for the guest’s enjoyment and exploring pleasure.

Loews LeConcorde

• The 404-room Loews Le Concorde is near the cobblestone streets of Old Quebec, three blocks from the city walls, and approximately 10 miles from Jean Lesage International Airport.

• This location is also across from Battlefields Park, two blocks from the Parliament buildings and the Capital Observatory, six blocks from Rue Saint-Jean (shopping and dining), half a mile from the Museum of Fine Arts, one mile from the Notre Dame Cathedral and Quartier Petit-Champlain, two miles from the Quebec Naval...

Sleeping Room Rates

• Hilton Quebec Hotel (Primary) - $259 (CN)

• Chateau Laurier - $229 (CN)

• Lowes Le Concorde - $199 (CN)

• Section delegates will be assigned to the Hilton Quebec hotel

Registration Rate• Primary Delegate/Other Attendees

– $400 USD ($350 USD in 2005)• Covers all meals & Congress events, including Honors

Ceremony. – Section Primary Delegate Registration Waived

• Partners/Children– $225 USD – Adults ($190 USD in 2005)– $125 USD/children ages 12 and under.

• Cover breakfast (Saturday, Sunday, Monday) & evening events (Friday, Saturday).

Preliminary Schedule of Events • Friday, 19 September

– Opening Ceremony, Dinner for all delegates

• Saturday, 20 September– Core Track (AM) and Breakout Sessions (PM)– IEEE Honors Ceremony

• Sunday, 21 September– Breakout Sessions– Open Evening – allow delegates to explore the city

• Monday, 22 September– Closing Ceremony– Voting/Results of SC’08 Recommendations– Region 10 Meeting (1400-1800)

IEEE Honors Ceremony

• The IEEE Board of Directors has agreed to conduct the 2008 IEEE Honors Ceremony with IEEE Sections Congress.

• The ceremony highlights the accomplishments of each year's IEEE Award and Medal recipients.

• All SC’08 participants will be invited to attend the ceremony on Saturday, 20 September 2008.

SC08 Program

Program Tracks– Section Management– Membership– Section/Chapter Activities

• The committee agreed that successful breakout sessions from SC05 will be offered at SC08 but room will also be made for new topics.

• Each session will be 1hr 15 minutes • A total of 54 sessions can be offered (3 sessions

per day – 9 meeting rooms per session)

SC08 Speakers

• The SC08 Program Committee is reviewing the names submitted and making recommendations.

• Preliminary speaker identification to be completed by 15 February 2008

• Will inform SC08 Region Coordinators of speakers by Region

SC08 Speakers• Speakers should be aware that funds are not available

within the Sections Congress budget to pay for speaker travel.

• Speakers' attendance must be supported either by their IEEE organizational unit (Region, Section, Society, MGA, TAB, EAB, etc.), their employer, or be self-funded.

• Will receive no monetary compensation for their participation.

• Unless the speaker is also a primary delegate, the speaker will also be responsible for the registration fee (which covers meals at Congress).

Primary Delegate

• MGA will cover the registration fee for one primary delegate from each Section.

• All other expenses are to be covered by the Region or Section

• The following criteria has been established for a primary Section delegate.

Primary Delegate Criteria

1. A primary delegate is a member of the Section designated by the Section Executive Committee to represent the Section at Sections Congress.

2. It is strongly encouraged that the individual be a first time Sections Congress attendee and the Sections should try to fund a younger member (i.e. GOLD).

3. The primary delegate must be of Graduate Student Member grade or higher in the Section. Associate and Student members are not eligible to serve in this capacity.

4. A Section must be current in all reporting requirements in order to send a primary delegate. A Region Director can approve an exemption to this requirement.

Recommendation Process

Recommendations Process

1. Pre-Congress preparations • Identify critical issues• Brainstorming/focus groups• Spring/Summer 2008 Region Meetings

2. Region Caucuses Friday prior to Opening Ceremony

3. Identify issues4. Saturday morning distribute drafted

recommendations grouped by issue• Potential for discussions as congress continues• Delegates will be requested to identify which issue

caucus they will attend

Recommendations Process

5. Issue caucuses Sunday

6. Distribute updated recommendations Monday morning

7. Voting at closing ceremony

8. Highlight “top ten”

9. All recommendations noted

Pre-Congress Activities

Present

Group into Limited Number

of Issues

Provide Information

Issue Caucus

Vote for top 10 Issues

(rest as pool)

Region Caucus

Publicity of Sections Congress 2008 Process.Informal or formal discussion of issues.

Region attendees finalize their recommendations and reducing them to a maximum of four recommendation if necessary.

A Region spokesperson presents the Region’s recommendations to the Congress.

Group the recommendations into ten issues(equal to number of issue caucuses)

Prior art (ongoing projects, information aboutwhat has been tried before, etc.) is prepared per issue area

Self-selected attendees attend specific caucus to create two focused recommendations for consideration by the congress

Vote to rank issues into a “top ten” issues to allow focused post-Congress attention to them. Keep the remaining issues as unranked pool so as to not lose them. Both sets will be published.

Sections Congress 2008

Friday

Saturday

Sunday

Monday

Post CongressActivities

Issue Flow for Sections Congress 2008

Region Support for SC08 participation

• Lengthy discussions with R10 Director and Treasurer on different scenarios.

• General principles:– Encourage maximum participation from region– Train new leaders and younger generation– Support for new sections (formed since 2005)– Support for GOLD and sub-sections– Operate within budget

SC08 Support to Sections

• Constraints and facts– Section Congress Reserve in budget of about

$200K (based on SC05 surplus, 3-years reserve and HQ support)

– HQ provided one-off $43K for training purpose

– Expect more delegates (56 sections 5 councils)

Principles of Decision

1. $43K from HQ will be invested entirely for GOLD and Sub-sections support.

2. New Sections (formed after SC05) will receive an additional level of support

3. Reduce volatility of region budget

4. Sections to control the number of participation and the amount of contribution

Support for GOLD Rep• Part of HQ training contribution will be used to

support up to a minimum of five GOLD delegates.• Number could be increased with additional section

support• The guidelines for support and nomination will be

established by the GOLD coordinator after consultation and approval by the Regional Director.

• A maximum amount will be allocated and to be claimed from the Region. The amount will be announced later.

Support for Sub-sections• Another part of HQ training contribution will be used to

support one delegate from each of the 11 sub-sections within Region 10.

• The amount of support from the Region to the sub-section delegate will be the same as the primary delegate from the section. However, the Region will support the registration fee of these delegates

• Section support will be required for these delegates• A maximum amount will be allocated and to be claimed

from the Region based on expenses incurred. The amount will be announced later.

Support for New Sections• NEW SECTIONS are those established since 2006 and

they will join Section Congress for the first time in 2008.• MGA will cover registration for ONE primary delegate

from each section.• The amount of support from the Region to these new

section primary delegate will be the same as the primary delegate from the established sections.

• However, the Region will provide additional support as these sections are having less reserve in their accounts.

• A maximum amount will be allocated and to be claimed from the Region based on expenses incurred. The amount will be announced later.

Support for Established Sections• Established SECTIONS are those established

prior to 2005 and they should have attended Section Congress previously.

• MGA will cover registration for ONE primary delegate from each section.

• A maximum amount will be allocated and to be claimed from the Region based on expenses incurred (Airfare, accommodation and meal/travel expenses)

• The amount will be announced later.

Special Requests

• Will be considered by Regional Director

Rationale of region and section support

• Region support will operate within the amount of SC reserve in the budget

• Support from section required is based on the amount of expected rebate (ignoring chapter rebates) rather than section reserve.

• For example, if a section supports up to $1000, this will be $333 per year and equates to 13.4% of the rebate for the smallest section (89 members) to 1.2% of the largest section (7500 members) (See table)

Traveling to Quebec City

• Jean-Lesage International Aéroport – More than 10 airlines offer over 300 weekly flights

from/to many North American, South American and European destinations.

– Over 25 non-stop daily flights are offered to major hubs in Eastern Canada (Montreal, Toronto, Ottawa) and the USA (New York, Detroit, Cleveland, Boston).

– Approximately 20 Kilometers from SC08 Hotel

Passports

• All passengers including Canadian and U.S. citizens will be required to present a valid passport when traveling to/from Canada.

• Section Chairs will be reminded to make sure that potential attendees have valid passport.

Visa Requirements• Many people do not require a visa to visit Canada. These include:• Citizens of Andorra, Antigua and Barbuda, Australia, Austria,

Bahamas, Barbados, Belgium, Botswana, Brunei, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Iceland, Ireland, Israel (National Passport holders only), Italy, Japan, Liechtenstein, Luxembourg, Malta, Mexico, Monaco, Namibia, Netherlands, New Zealand, Norway, Papua New Guinea, Portugal, Republic of Korea, St. Kitts and Nevis, St. Lucia, St. Vincent, San Marino, Singapore, Solomon Islands, Spain, Swaziland, Sweden, Slovenia, Switzerland, United States, and Western Samoa;

• Visit http://www.cic.gc.ca/english/visit/visas.html for more information

• Questions - Contact a Canadian embassy, high commission or consulate on what you will need before traveling to Canada.

Additional Information

Visit the following URL for updated information on SC’08

www.ieee.org/sc2008

Announcement from Region will also be sent to Section/Council Chairs

Thank you and enjoy the ride with IEEE